security knowledge ·Apr 15, 2025

Inside a Security Report: Best Practices for Security Guards

Writing a security report is more than just paperwork for our security guards – it's fundamental to how we keep things safe and secure. A well-written and accurate report is a key way we communicate what's happening on-site, whether it's routine checks, something unusual we've seen, or a specific incident. These reports help keep our clients in the loop, guide any necessary follow-up, and ensure that our security procedures are working effectively. At Blackbird Security, we put a strong emphasis on thorough reporting, and we make sure our security teams are well-trained to provide clear and valuable documentation for our clients.

Why Good Documentation Matters

At Blackbird Security, we have clear guidelines for how our security reports should be written to make sure they are easy to understand, correct, and professional. While the exact content might change depending on what our client needs and the specifics of the site, we always stick to the same core principles. These include:

Being Accurate: Everything written down needs to be true and based on what the guard actually saw or knows for sure. We avoid guessing or sharing personal opinions.
Staying Objective: Reports should stick to the facts and avoid taking sides or showing bias.
Being Clear: We use simple language that everyone can understand, avoiding complicated terms or jargon.
Being Complete: We include all the important details about what happened, answering who, what, when, where, and how.
Being Timely: Reports should be finished and submitted soon after the event or observation so the information is up-to-date and useful.
Being Professional: Our reports are always formatted neatly and checked for any mistakes in grammar or spelling.

What Information Do Our Guards Collect?

Blackbird Security guards are trained to pay close attention to their surroundings and carefully document a wide variety of things during their shifts. What exactly needs to be reported can be tailored to each client and location. However, some common types of information our guards regularly include in their reports are:

Regular Activities: This covers things like routine patrols, checking who's coming in and out, watching security cameras, and making sure the site is generally secure. Patrol reports, which we'll talk about later, fit into this category.
Observations: This includes noting anything out of the ordinary, people acting suspiciously, any safety risks (like spills or broken lights), security problems (like unlocked doors or open windows), or general maintenance needs.
Incidents: Any event that isn't normal and might need attention is recorded as an incident. This could be something small like someone tripping or something more serious like a theft or break-in.
Visitor and Contractor Logs: Keeping track of who enters and leaves a property is important for security and accountability.
Equipment Checks: Regularly checking if security equipment (like alarms and cameras) is working properly is often part of a guard's report.
Emergency Response: If there's an emergency, any actions the guard takes, including calling for help or the initial steps they took, are documented thoroughly.

Breaking Down a Security Report

While the way a report looks might differ depending on whether it's a daily summary, an incident report, or a patrol report, and what the client needs, most good security reports have these key parts:

Header Information: This usually includes the date and time the report was written, the guard's name and ID, the name of the client or site, and what type of report it is.
Contextual Information: A few pieces of information to add for context within the report. This usually includes separate lines for the number of subjects involved, subject descriptions, whether emergency services were contacted or not, and police file number and officer name (if they were involved).
Detailed Account: This is the main part of the report, telling the story of what happened or what was observed in order. It needs to be specific and avoid vague language. Our Blackbird training teaches guards to write in a "police style," which means being objective, clear, and including all the important facts in a logical order. This often means describing the sequence of events, who was involved (with descriptions if possible), and what actions were taken.
Supporting Evidence: This could be witness statements, photos, references to video footage, or anything else that backs up the report.
Signature: The security guard signs and dates the report to show it's accurate.

Blackbird Security's Clear Reporting System

At Blackbird Security, we believe in keeping our clients fully informed. That's why we've made all our reporting easily accessible through our client portal online, where you can see reports and details as they happen. Plus, we have a dedicated Reporting Team ready to help. Our clients can easily give us feedback and tell us how they want their reports customized, whether it's the information included or how often they receive them.

Blackbird Security offers a variety of reports to fit different needs:

Daily and Weekly Shift Summaries: A quick overview of what happened each day or week, including any important observations or events.
Monthly Summaries: A summary of all security activities and trends over the entire month.
Completed Tour Reports (Patrol Reports): Detailed logs of the routes our guards took during their patrols and the status of all checkpoints.
Incident Reports: Thorough accounts of specific incidents, including what happened, who was involved, and what actions were taken.

Our dedicated reporting team takes the initial reports from our guards and puts the information together in a way that's easy for our clients to understand. These reports show the real results of the security strategies we've put in place and help our clients see the value of their investment in our services.

Making Patrols Efficient with TrackTik Technology

Blackbird Security uses advanced technology with TrackTik to make our patrols more efficient and our reporting even better. As TrackTik highlighted in their case study about us, this digital system has greatly reduced the need for time-consuming manual reports.

A patrol at Blackbird Security, powered by TrackTik, is a well-organized process. Our guards use the technology to plan the best routes and make sure all necessary areas are covered. At the end of each shift, the patrol report generated by TrackTik provides a lot of useful information:

Token Scan Times and Locations: The report records exactly when and where each security token (checkpoint) was scanned. This gives clear proof that the patrol was completed as required.
Customizable Information: We can set up our reports to capture specific details that are important to each client at every checkpoint. For example, at a pool, a guard might note the water level and if the gate is locked. For amenity checks, they might report on cleanliness and if everything is working. We can use anywhere from a few tokens to hundreds, depending on the size and security needs of the site.
Percentage of Checks Done: The report shows the percentage of checkpoints that were scanned, and we aim for 100% to confirm that the entire patrol was done properly. This ensures all key access points and areas that need monitoring, like doors, are secure and that tasks like pool and amenity checks are completed.
Detailed Checkpoint Info: By clicking on a specific checkpoint in the TrackTik software, clients can see more details recorded by the guard, such as whether there were any leaks, fire damage, or vandalism at that spot.
Deficiency Alerts: If a guard finds something wrong at a checkpoint, the token will turn red in the TrackTik system, and an immediate incident report is created and sent to the client so they know about it right away.
Guard Sign-Off: Once the patrol report is finished, the security guard who did the patrol signs off on it digitally, providing accountability and making it easy to follow up if needed.

Our Dedicated Reporting Team

Blackbird Security’s commitment to excellent reporting is further supported by our National Report Coordinator and their team. They carefully review the security reports submitted by our on-site guards to ensure they are accurate, complete, and meet our high standards. These verified reports are then efficiently organized and sent to our clients. Additionally, Blackbird Security provides statistical reports that demonstrate the real value and return on investment our security services offer.

We offer a range of report options tailored to the specific types of sites we protect. For retail clients, reports can focus on things like the number of recoveries, how effective our presence is at deterring theft, and any arrests made. For property management clients, reports often track trespassing, loitering, and any maintenance issues our guards observe.

We understand that getting information quickly is important. That’s why Blackbird Security aims to deliver reports to our clients within 24 to 48 hours. For urgent situations, we can also arrange for even faster report delivery based on the client’s needs. Clients can choose to receive reports by email on a schedule that works for them or access the TrackTik portal 24/7 to see their security reports in real time.

In conclusion, thorough and well-written security reports are essential for effective security. At Blackbird Security, our focus on clear guidelines, detailed information gathering, and the smart use of technology like TrackTik, along with our dedicated reporting team, ensures that our clients receive timely, accurate, and useful information about their security. This commitment to transparent and informative reporting highlights the value and cost-effectiveness of choosing Blackbird Security for your security needs.

Gain Clear Visibility into Your Security Operations with Blackbird Security

Understanding what's happening on the ground is crucial for effective security management. At Blackbird Security, we go beyond simply providing security personnel. Our comprehensive reporting systems, powered by technology like TrackTik and supported by our dedicated reporting team, deliver clear, accurate, and timely insights into your security operations. From daily summaries to detailed incident and patrol reports, we provide the information you need to make informed decisions and ensure the safety and security of your assets and personnel.

Ready for security reporting that provides real value?

Request a Quote

We provide services in the following areas: